Who we are
Asylum Research Centre Foundation (ARC Foundation) is committed to protecting and respecting the privacy of visitors to its web site, and anyone else whose personal information we come in touch with through the work we undertake.
This policy sets out when and why we collect your personal information, how we store it and for how long, and how we handle your personal data.
If you have any questions about this policy, please email firstname.lastname@example.org
Information we may collect from you
The table below sets out when and why we may collect data from you and for how long we will hold it.
|When||Why||How long for?|
|Information that you provide by subscribing to our mailing list on our site www.asylumresearchcentre.org. The information you provide to us may include your name, organisation, and e-mail address.||We use this information to:||Indefinitely unless you email us to opt-out|
|Information that you provide when becoming a member of the ‘COI Forum’ via the website:|
|We use this information to:||Indefinitely unless you email us to opt-out|
Information we receive through your legal representative via email when they instruct us for a case-specific country report. This will include your date of birth, sex, country of origin, ethnicity and details about your asylum case. We will not ask for other personal details and will refer to your case by reference number provided by your legal representative.
If your legal representative shares with us supporting documents this will include your name.
|We use this information to:|
Case-specific country reports will be kept indefinitely
(Note: The reports include your reference number as provided by your legal representative; the name of your legal representative’s firm and your country of origin).
Instructions we receive from your legal representative will be destroyed as soon as the requested report has been completed.
Any supporting documentation sent by your legal representative (e.g. Reason for Refusal Letters; court determinations etc.) will be destroyed as soon as the requested report has been completed.
|Information we collect through our various research projects. These could take the forms of, but are not limited to, interviews, questionnaires, evaluation forms, surveys, case file reviews etc which may include your name, organisation and contact details||We use this information to:||Any such data will be kept for 3 years or for the full duration of the research project – whatever is longer.|
|Information we collect as part of our administrative work e.g. emails, to compile invoices, apply for tender or funding applications etc.||We use this information to:|
Indefinitely unless you specify that such information may only be kept for a certain amount of time.
All emails in our ‘Trash’ folder will be deleted on a regular basis.
|Information that you provide as part of downloading our publications or for providing feedback about our publications [Note: You have the option to anonymously download our publications or anonymously provide feedback]||We use this information to:|
Downloading reports: By including your email you consent that it will be stored for a maximum of 4 months after downloading the report.
Providing feedback: For five years
|Information that you provide as part of ARC Foundation’s recruitment process which is likely to include your name, organisation, current and former employment positions, educational background, and contact details||We use this information to:||Any such data will be kept for 1 year unless you have been successful in your application in which case we retain the right to keep the data for 2 years following the completion of your contract.|
|We use the following third party service:||We use these services to:|
None of this information is used to identify our website users or will be shared with unauthorised individuals.
Information on how we store your personal data
We will always hold your information securely on either (or all) a secure cloud server, through password protected computers, and/or a password protected external hard drive. All electronic data we hold will only ever be made accessible to authorised individuals.
Disclosure of your information
We will never share your email with other organisations and businesses.
We may disclose your personal information to third parties in order to comply with any legal obligation, or to protect the rights, property, or safety of ARC Foundation or others.
In the unlikely event of an actual or suspected data protection breach, the Chair of ARC Foundation will immediately be notified who in turn will take appropriate steps to manage the breach.
Following links to and from our site
Our site may contain links to websites of our partners. If you follow a link to any of these websites, please note that they will have their own privacy policies and that we do not accept any responsibility or liability for these policies.
Accessing your personal information
You are entitled to view, amend, or delete the personal information that we hold. Email your request to email@example.com
Complaints and Contact
Please view ARC Foundation’s Complaints Policy for further information on our complaints procedure and how to raise a complaint.
London, April 2020